Effective Records Management with Disposal Authorization in Escambia County

Understanding and Using The Disposal Authorization The School District of Escambia County Records Management

Introduction The Disposal Authorization is an important tool in managing your work-related records.

Overview Florida Public Records Law (Chapter 119, F.S.) regulates the destruction of public records. The state has established minimum retention requirements for records. The Disposal Authorization helps you comply with these requirements.

What is a Public Record? Public records are not limited to paper documents. A public record is any record, regardless of physical form, characteristics, or means of transmission, made or received in connection with the transaction of school district business.

What is a Retention Requirement? A retention requirement is a guideline setting the minimum amount of time you are required to keep a series of records. The state publishes schedules containing retention requirements for different records. These schedules can be found at: http://dlis.dos.state.fl.us/recordsmgmt/gen _records_schedules.cfm

What is the Disposal Authorization? The Disposal Authorization is a form listing the dates of records eligible for discard and giving permission for their discard. It also is used to report the volume of records discarded, in accordance with state regulations.

Disposal Authorization (cont.) It provides an audit trail for records that can be used in responding to public records requests and subpoenas.

Disposal Authorization Form The Disposal Authorization form is used by schools and departments to list records discarded throughout the year. A copy of the completed form is maintained on site three years for audit inquiries. Records Management retains the record copy of the form permanently.

Understanding The Disposal Authorization Revised 04/2001 1.AGENCY SCHOOL BOARD OF PINELLAS COUNTY 4. ADDRESS (Street, City, and Zip Code) 400 Chestnut Street Oldsmar, Florida 34677 6. SUBMITTED BY: I hereby certify that the records to be disposed of are correctly represented below, that any audit requirements for the records have been fully justified, and that further retention is not required for any litigation pending or imminent. Signature BRENDA SIEVERS RECORDS RETENTION ASSISTANT Name and Title NO. __XXX________________ PAGE 1 OF __XX___ PAGES 3. BUREAU DISPOSAL AUTHORIZATION 2.DIVISION RECORDS MANAGEMENT 5. CONTACT (Name and Telephone Number) BRENDA SIEVERS (813) 854-6077 7. NOTICE OF INTENTION The scheduled records listed in Item 8 are to be disposed of in the manner checked below (specify only one): _X_ a. Destruction ___ b. Microfilming and Destruction ___ c. Other _____________________________________ Date 8. LIST OF RECORD SERIES c. Title a. b. d. e. f. Schedule No. Item No. Inclusive Dates Volume in Cubic Feet Disposition Action and Date Completed After Authorization Absentee excuses and admission slips Day one thru 06-30-05 GS7 1A

The best way to understand the Disposal Authorization is to look at its different parts: a. Schedule No. b. Item No. c. Title d. Inclusive Dates e. Volume in Cubic Feet f. Disposition Action and Date

Schedule No. 8. LIST OF RECORD SERIES a. b. c. d. e. f. Item No. Title Inclusive Dates Volume in Cubic Feet Disposition Action and Date Completed After Authorization Schedul e No. GS7 1A Absentee excuses and admission slips Day one thru 06-30-05 1B Duplicates (OSA) Day one thru 06-30-05 GS7 110A Abuse/neglect records Day one thru 06-30-03 110B Duplicates (OSA) Day one thru 06-30-05

Schedule No. The schedule number identifies the state publication in which a records retention requirement is published.

Item No. 8. LIST OF RECORD SERIES a. b. c. d. e. f. Schedule No. Item No. Title Inclusive Dates Volume in Cubic Feet Disposition Action and Date Completed After Authorization GS7 1A Absentee excuses and admission slips Day one thru 06-30-05 1B Duplicates (OSA) Day one thru 06-30-05 GS7 Abuse/neglect records Day one thru 06-30-03 110 A Duplicates (OSA) Day one thru 06-30-05 110 B

Item No. The item number identifies a specific records retention requirement in a state schedule. Because of state reporting requirements, we track records by their schedule and item numbers.

Title 8. LIST OF RECORD SERIES a. b. c. d. e. f. Schedule No. Item No. Title Inclusive Dates Volume in Cubic Feet Disposition Action and Date Completed After Authorization GS7 1A Absentee excuses and admission slips Day one thru 06-30-05 1B Duplicates (OSA) Day one thru 06-30-05 GS7 110A Abuse/neglect records Day one thru 06-30-03 110B Duplicates (OSA) Day one thru 06-30-05

Title The title is the name assigned to a group of records by the state. Because of reporting requirements, we use the state-assigned records title in the Disposal Authorization. This title can differ from the one used in the school district.

Inclusive Dates 8. LIST OF RECORD SERIES a. b. c. d. e. f. Schedule No. Item No. Title Inclusive Dates Volume in Cubic Feet Disposition Action and Date Completed After Authorization GS7 1A Absentee excuses and admission slips Day one thru 06-30-05 1B Duplicates (OSA) Day one thru 06-30-05 GS7 110A Abuse/neglect records Day one thru 06-30-03 110B Duplicates (OSA) Day one thru 06-30-05

Inclusive Dates The inclusive dates are the dates of records eligible for disposal. For example, if the inclusive dates are Day one thru 06-30-03 records dated through June 30, 2003 can be discarded. Records dated after June 30, 2003 must be retained.

Inclusive Dates (cont.) The record date can be the date a record was: Created (such as a security tape) Received (such as correspondence) Closed (such as a case file)

Volume in Cubic Feet 8. LIST OF RECORD SERIES a. b. c. d. e. f. Schedule No. Item No. Title Inclusive Dates Volume in Cubic Feet Disposition Action and Date Completed After Authorization GS7 1A Absentee excuses and admission slips Day one thru 06-30-05 1B Duplicates (OSA) Day one thru 06-30-05 GS7 110A Abuse/neglect records Day one thru 06-30-03 110B Duplicates (OSA) Day one thru 06-30-05

Volume in Cubic Feet The volume in cubic feet is the volume of records discarded. Annually, Records Management reports to the state the total volume of records disposed of by the school district over the previous year.

Disposition Action and Date 8. LIST OF RECORD SERIES a. b. c. d. e. f. Schedule No. Item No. Title Inclusive Dates Volume in Cubic Feet Disposition Action and Date Completed After Authorization GS7 1A Absentee excuses and admission slips Day one thru 06-30-05 1B Duplicates (OSA) Day one thru 06-30-05 GS7 110A Abuse/neglect records Day one thru 06-30-03 110B Duplicates (OSA) Day one thru 06-30-05

Disposition Action Disposition Action indicates the method of discard used. Some methods of discard include: Shredded Recycled

Disposition Date Disposition date is the actual date of a record s discard. This is an important part of the audit trail. It may be referenced when responding to subpoenas and public records requests.

Using the Disposal Authorization GS1-L Access control records Day one thru 06-30-05 189 A Duplicates (OSA) Day one thru 06-30-05 189 B SCH 47 1A Access log: student educational records 1B Duplicates (OSA) Day one thru 06-30-05 9. DISPOSAL AUTHORIZATION: Disposal for the above listed records is authorized. Any deletions or modifications are indicated. 10. DISPOSAL CERTIFICATE: The above listed records have been disposed of in the manner and on the date shown in column f. ________________________________________________________ _ Signature ________________________________________________________ _ Name and Title ________________________________________________________ _ Witness NOTE: Upon disposition retain this form for your records. Date _______________________________________________ __ Records Custodian or Designee Date SCHOOL OR DEPARTMENT NAME:______________________________________________________

Using the Disposal Authorization Many people in your school or department will have records eligible for discard. Be sure to include all their records when completing the form. Use the Disposal Authorization to report the volume of records discarded in your school or department.

Reporting Steps Identify obsolete records eligible for discard, in your school or department. Estimate the volume of records destroyed. Enter the records volume, disposition action, and date on the form.

Reporting Steps (cont.) Complete the Disposal Certificate on the front of the form. Note the name of your school or department in the space provided on the bottom of page 1. Return the form to Records Management keeping a copy for your files.

Identify Eligible Records If you are not sure which is the correct record title, the General Records Schedule lists the different titles and includes definitions. Or, contact Records Management for assistance.

Estimate Volume Destroyed Volume destroyed is reported in cubic feet. letter size file drawer = 1.5 cu. ft. legal size file drawer = 2 cu. ft. records storage box = 1 cu. ft. express smaller volumes in inches, e.g. 2-inch file.

Enter Records Volume, Action, and Date on Form If no records were destroyed, you may write No Records Destroyed across the front of page 1. Remember: This certifies that you can produce, on request, any records that were created, received, or closed in your school or department over the past year. The information entered on the Disposal Authorization may be used in responding to subpoenas, auditors, and public records requests.

Complete Disposal Certificate Access control records Day one thru 06-30-05 Day one thru 06-30-05 Day one thru 06-30-05 GS1-L 189 A 189 B Duplicates (OSA) Access log: student educational records SCH 47 1A 1B Duplicates (OSA) 9. DISPOSAL AUTHORIZATION: Disposal for the above listed records is authorized. Any deletions or modifications are indicated. Records Custodian or Designee Date 10. DISPOSAL CERTIFICATE: The above listed records have been disposed of in the manner and on the date shown in column f. Signature Name and Title Witness NOTE: Upon disposition retain this form for your records. Date

Complete Disposal Certificate The school principal or department head and a witness sign in the space provided in Box 10 on page 1 of the form. Don t forget to note your school or department name at the bottom of the page!

Important Points to Remember! The Disposal Authorization helps you comply with the requirements of the Florida Public Records Law. For effective and efficient operations, you should discard obsolete records as soon as they are eligible for disposal.

Important Points to Remember! Confidential records must be destroyed in a way that protects the confidentiality of the information. Stating that records were legally destroyed is an acceptable response to a request for records.

????Questions???? For more information, or to provide feedback on this guide, contact Records Management by email to: mjones6@ecsdfl.us